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NEOGOV · 1 month ago

Regulatory Assistant

San Diego, CA

Full-time

Onsite

Mid, Senior Level

$63K/yr - $90K/yr

5+ years exp

NEOGOV is a company that operates within the San Diego Metropolitan Transit System (MTS). The Regulatory Assistant will assist with processing for-hire vehicle permit applications and perform a variety of administrative duties to support the For-Hire Vehicle Administration (FHVA). This role involves data entry, maintaining electronic files, and clerking committee meetings to ensure compliance with regulations and excellent customer service.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Plans, initiates, and completes a variety of complex administrative duties and special projects for MTS management and FHVA staff to ensure timely project completion

Performs data entry and updates to FHVA databases and/or online permit processing software

Compiles data (e.g. number of permits and permit types) in order to prepare reports regarding FHVA activity

Reviews documents for accuracy and completeness

Maintains electronic files (e.g. scanning documents, developing organizational methods for electronic files for ease of access and use by FHVA staff)

Maintains permit holder email, phone, and text contact lists within FHVA databases and/or online permitting software

Monitors office supply inventory and appropriately orders new supplies when necessary

Monitors physical mail and ensures any permit holder documentation left in drop box is forwarded to the appropriate staff

Clerks quarterly Taxicab Advisory Committee and related subcommittee meetings, which includes: scheduling meetings, preparing meeting materials for internal review, posting and distributing meeting materials to committee/subcommittee members and interested parties, overseeing that the meeting is running in accordance with meeting procedures (e.g. overseeing Zoom meeting for virtual attendees, public announcement relating to public commenters, roll call, voting on agenda items), and transcription of minutes for all related Taxicab Advisory Committee meetings and subcommittee meetings. Committees may include public officials and other industry stakeholder members

Communicates, whether verbally or written, with MTS staff, permit holders, members of the public, public officials in a courteous, professional, and prompt manner

Assists in the processing of new permit applications, which includes but is not limited to: ensuring a permit application has provided complete information, reviewing permit application so that it is processed in accordance with procedures, monitoring whether insurance policies meet requirements and or not expired; when insurance policies are found to not meet requirements or are expired, then communicates with permit holder or insurance broker(s) for corrections

Assists with the collection of various required documents and annual regulatory fees

Compiles documents and redacts non-public information, as appropriate, in response to Public Record Act requests

Opens, tracks and enters data for service complaints in customer relationship management (CRM) and refers them to the Regulatory Supervisor for appropriate follow-up

Assists the FHVA Manager as needed

Clerks other MTS general committees for cross-training and other purposes

Performs other duties as assigned

Qualification

Microsoft Application SuiteData entryAdministrative experienceAdobe AcrobatCRM softwareCommunication skillsOrganizational skillsTime managementTeam collaboration

Required

High school graduate with at least five years of administrative assistant experience

Must be able to take and transcribe dictation at 70 WPM

Able to type 65 WPM (corrected)

Must possess and maintain a valid California Driver License or be able to utilize alternative transportation when needed to perform job-related essential functions

Knowledge of, or ability to learn, MTS policies and regulations

Ability to read, understand, and apply MTS policies and regulations

Ability to write letters, memoranda and reports using clear, concise and grammatically correct English

Ability to speak clearly, distinctly, and effectively in person-to-person or small group situations using tact and diplomacy

Ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel

Ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions

Skill in verifying the accuracy and completeness of forms and reports

Knowledge of the Microsoft Application Suite (Word, Excel, Outlook, Powerpoint, Teams) and Adobe Acrobat

Ability to learn and use other software that MTS might have or acquire

Knowledge of standard office administrative and secretarial practices and procedures

Knowledge of USPS rules and pricing

Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds)

Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key

Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position